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Restaurant Operations Financial Management
Restaurant Operations Financial Management
Restaurant Operations Financial Management
Overview
Marriott International’s roots are in the food service business. Food and beverage
operations at Marriott are still a critical component of our hospitality business over
80 years later. It is important for managers to understand the operation of our
restaurants and how they integrate with the overall hospitality strategy at our
properties.
In this task, you will learn the Service Excellence that Marriott expects, as well as
your particular property’s processes for guest and associate issues. You will learn the
control procedures that protect the company’s assets and gain a working knowledge
of the beverage system. The following topics will be covered in this task:
• Food Service Sanitation
• Service Excellence
• Point of Sale (POS), Control Audits, TEFRA and TRAC Training
Learning Objectives
After successful completion of this task, you will be able to demonstrate the following
job responsibilities according to standard:
1. Complete a forecast for all restaurant outlets and critique the forecast against
actuals at the conclusion of the week.
2. Complete a schedule for your department that meets man-hour guidelines
and considers all other important issues.
3. Complete a wage progress report and a critique of the actual costs and make
recommendations for future changes.
4. Complete a critique of the operating P&L statement for the period including
recommendations for improvement.
5. Complete a period-end critique for one outlet in your department and make
recommendations for improvement and project sales for the next two periods.
6. Run and explain various reports generated by Night Audit.
7. Define “Mystery Shopper”.
8. Define and explain TEFRA (Tax Equity and Fiscal Responsibility Act 1982) and
TRAC (Tip Reporting Alternative Commitment).
9. Complete a use record audit of various menu items and make
recommendations for increasing use record recording compliance.
10.Complete a menu-engineering analysis of all restaurant sales information to
make recommendations for menu or procedure changes.
11.Identify the equipment and cleaning supplies that must be available in order
for an associate to follow the cleaning schedules and keep their work area
clean and sanitary.
12.Describe common food-borne illnesses and how to prevent occurrences.
13.Identify all critical food handling temperatures.
14.Identify the cleaning tasks that are more appropriate to the day shift and the
tasks that are more appropriate for the night shift to perform.
15.Determine methods that can be used to control the supply of cleaning
products yet allow them to remain accessible to associates.
16.Develop cleaning schedules for associates at each station, for utility crews,
and for any cleaning in the guest areas or banquet aisle.
17.Explain the procedures for completing a period end inventory (kitchen and
purchasing).
18.Determine wine cost and make recommendations for enhanced percentages.
19.Explain your property's procedures for handling guest complaints noted on
comment cards.
20.Identify the most common guest comments regarding the restaurant outlets
and suggest potential solutions to problem areas.
Performance Expectation
After the successful completion of this task, you will be able to prepare a schedule
that meets the budget/man-hour parameters. Use the Monthly Essentials Checklist
(30 Point Checklist), complete a menu analysis making recommendations and citing
reasons for change, and conduct a critique of the department’s P&L.
In addition, at the conclusion of each shift, you will be able to check out servers,
research missing information for checking out, run all reports necessary for your
operation, and ensure TEFRA and TRAC guidelines are being followed to the control
audits' expectations.
Resources
Additional resources that may be helpful to you as a new manager include.
Prerequisites
Before beginning this task you should spend at least four weeks of on-the-job
training in your department learning the hourly restaurant positions.
• Review the following terms, acronyms and definitions listed on the following
pages. These definitions will enable you to complete the remaining restaurant
operations tasks.
• Budgeting establishes financial guidelines and goals, and is a basis for measuring
a manager's department, or a property’s performance. Budgeting is a yearlong
process that includes creating the budget, forecasting against it, and critiquing
results each period. As you grow in your career as a manager, it is important for
you to have a basic understanding of the budgeting and forecasting processes.
• Effective forecasting requires research and review of available resources to best
predict the upcoming week’s business volume.
e. What effect would a Rooms Forecast that was under budgeted room nights
have on your department forecast?
4. Discuss with your training Coach how each of the following factors would
impact your department’s bottom line:
a. Increasing Sales:
b. Improving Productivity:
c. Decreasing Controllables:
e. Eliminating Overtime:
Effective Forecasting
5. Obtain the following reports:
• Catering Weekly Event Sheet
• Group/Block Pickup Report
• Department associates guide
• Review how they all relate to the "information collecting" process for
forecasting with your manager.
6. Discuss procedures for forecasting in the Bar, Restaurant and Catering with
those people responsible. Be sure to include kitchen associates in your
discussions.
7. Review figures on room nights for a given week's forecast. What percentages
of guests are transient; group; TFB (Two for Breakfast), etc.? Discuss with
your manager how this affects food and beverage customer counts for each
meal period in your outlet(s).
8. Collect any materials needed to do a proper forecast for your department and
participate in the creation of a weekly forecast.
9. Attend a weekly forecast meeting. Meet with the Department Head prior to
the meeting, and participate in a critique of last week's actual forecast. (May
be performed as part of number 3 above.)h
• Review the scheduling terms, acronyms and definitions listed on the following
pages. These definitions will enable you to complete the remaining scheduling
assignments.
Labor costs are generally the largest operations expense at a property. Therefore, it
is important to manage these costs while ensuring that guest needs are met.
There are two basic steps to optimum scheduling:
• Provide sufficient associates to handle guest volume
• Ensure that all schedules are within the man-hour guidelines established by the
property.
Optimal schedules ensure that you are not scheduling too many or too few
associates for a given shift, and thus sacrificing quality, shift organization, company
resources, and ultimately, guest satisfaction. You play a key role in controlling labor
expenses since these costs are the largest operations expense at your property.
Attend a forecast meeting with your department head and answer the questions
below:
3. What statistics from the Forecast are critical when creating an associates
schedule for your department?
Review work schedules from the past three weeks for your department and answer
the questions listed below.
2. Where are associates' requests for time off located? How should these
requests be considered when developing a schedule?
4. Should you schedule all your associates to start and end their shift at the
same time? Why or why not?
6. Determine the positions that are scheduled each day in your department?
What are these positions and how many of each is typically scheduled on an
average day?
• Wage costs are one of the highest costs in food and beverage and must be
managed wisely. This can be done through effective scheduling according to the
number of guests forecasted, the service level you want to achieve, and the
efficiency of the outlet and your budgeted sales. Using the wage progress report
will help you maintain control of this expense.
1. Meet with the person responsible for completing the progress report in Food &
Beverage. Discuss the procedures and information needed to complete the
report.
2. Discuss the following items to help in reading and analyzing the wage
progress report.
• Wage percentage to sales (wage cost %)
• Man-hours per cover (productivity)
• Sales per man-hour
• The relationship of sales to CMI (Cost Management Index)
3. Fill in the budget target projection and schedule information on the progress
report for the following week (on the prior Thursday).
4. On the following second Saturday, complete the progress report actuals with
all necessary information for the current week and period to date. Include
figures for overtime and buyout labor.
5. Identify and critique reasons for any wage variances + or – 5% or more.
Identify ways that productivity can be met and discuss with your trainer:
4. Complete a period end critique for one outlet in your department and make
recommendations for improvement to your trainer.
• In this task, you will learn the essential reports you and night audit run, and the
reasons behind them. TEFRA/TRAC tracking has become a fundamental control
regarding associates claiming gratuities. It is an essential and highlighted area of
financial audits and needs to be tracked and followed up on a continual basis.
• Complete the following activities:
1. Participate in a financial controls audit on your outlet. During the audit, note
why the questions are being asked and what report satisfies the question.
2. Review your most recent “Mystery Shopper” report with your Department
Manager.
3. Spend an evening with Night Audit and close out your outlet. Study the
reports generated by Night Audit, note and follow-up with any irregularities.
4. Study the controls for check procedure, run open check reports and note
checks that have been open past the allotted "safe zone."
5. Audit your associates’ files for their TIP reporting acknowledgment.
6. Audit the associates TEFRA/TRAC forms at the end of your shift.
7. Using the “Tools for Tip Reporting” and “100% Tip Reporting” Leaders Guide,
develop and facilitate a 15 minute training program for your associates
regarding 100% Tip Reporting. Conclude the training by having associates
sign off on the Associate Tip Reporting Acknowledgment and ensure their files
receive newly signed copies. (A copy of this acknowledgement form is
provided on the following page.)
I have received and reviewed the brochure “100% Tip Reporting: A Guide to IRS Tip Records
and Tip Reporting Requirements.” I have received training regarding my company’s
procedures in reporting tips to the company. I understand that failure to follow company
procedures may result in disciplinary action.
Yo he recibido y he revisado el pamfleto “100% Reporte de Propinas: Guia del IRS para el
Registro de Propinas y Requisitos para Reportar Propinas.” Yo he recibido entrenamiento en
lo que refiere a los procedimientos de mi compania para reportar propinas a la compania. Yo
entiendo que el no seguir los procedimientos de la compania puede resultar en accion
diciplinaria.
• Consistency is something that all food and beverage operations strive for. It is
something that requires much attention to the training and development of
associates and the organization of operational responsibilities. Being able to
oversee the development of menus based on customer preference, availability of
product and the ability to consistently produce is an important aspect of operation
management. It is the principle reason guests return to a restaurant or bar.
• In this activity, you will learn how to develop menus and see how use records play
a major role in maintaining a consistent food product from the kitchen.
• Complete the following activities:
1. Interview the Executive Chef regarding the sanitation levels in the kitchen.
• Identify sanitation standards.
• Discuss how sanitation is maintained throughout the operation, and how
associates are motivated and trained to keep the kitchen clean and
sanitary.
• Discuss the differences and relationships between “cleanliness” and
“sanitation”
• Monthly Essentials Checklist (30 Point Checklist)
2. Review the daily sidework schedules and cleaning schedules for the
kitchen/restaurant/bar/catering areas (whichever is appropriate). Look for
duties that are daily, weekly and monthly. Discuss these schedules with your
Department Head to determine any additional duties that should be added.
3. Review a copy of your latest Health Department inspection and FSO
Audit/Plans and Action Forms.
4. Review the Food Borne Outbreak Notification Procedures and the Suspected
Food Borne Illness Questionnaire with your Department Head.
• Period end inventory is a critical piece in determining cost and days on hand. By
learning period end inventory you will better understand the major concepts in
purchasing.
• Understand how to complete a period end inventory and the importance of the
process. Be able to explain how the ending inventory effects cost and days on
hand.
• Shadow the Kitchen Manager/ Store Manager as physical counts are taken. Work
with the purchasing agent to complete item totals, extensions and total inventory
value, then answer the questions listed below:
1. How are items counted? Do totals reflect case counts, individual units or
pounds?
5. How does total inventory on hand determine total cost calculations? Days on
hand?
1. Study the history of your property’s GSS Scores (past two years).
2. State the GSS goals of your responsible areas.
3. Develop a tracking system record, and identify common concerns of guests
and associates.
4. Suggest potential solutions to the problem areas.
5. Study your property’s Mission Statement, Minimum Performance
Expectations, and Marriott's Genuine Care Basics.
6. Develop and facilitate a 15-minute training program for your associates
touching on the areas of GSS Scores, Minimum Performance Expectations,
and Marriott’s Genuine Care Basics. Your training program should include:
• Explain your property’s procedures for handling guest complaints noted on
comment cards.
• Identify the most common guest comments regarding the restaurant
outlets and ask for potential solutions to problem areas.